Club Officer Training

District 6

June 1 – August 31, 2012

Agenda

Welcome & Opening CommentsDistinguished Club PlanEducation & Leadership Program Moments of TruthOfficer Roles/ ResponsibilitiesQ&A

Welcome

This year we are focusing on a District wide membership building campaign Are you ready to meet/greet guests? Do you ask guests to join the club? Is your website up to date? Toastmasters International how to find club have a valid contact

#, link to your website? Does your club website link to d6tm.org?

Steps to a Distinguished Club

Toastmasters Distinguished Club Plan

Two CompetentCommunicators

Two MoreCompetent

Communicators

One ACB, ACS, or ACG

One MoreACB, ACS, or ACG

One CL, ALB, ALS or DTM

One MoreCL, ALB, ALS, or DTM

Four New Members

Four MoreNew Members

Minimum of Four Officers Trained First Training Period

Minimum of Four Officers Trained Second Training Period

Submit Semi Annual Dues on Time

Submit one Membership ReportAnd One Officer List on Time

Clubs with at least 20 members or with net growth of a minimum of five new members by June 30 are eligible for TI recognition at year end if the club also accomplishes the

following:

Achieve any 5 of 10 goals…Distinguished Clubs

Achieve any 7 of 10 goals….Select Distinguished Clubs

Achieve any 9 of 10 goals….President's Distinguished Clubs

Education & Leadership

Review handout

Moments of TruthSuccessful Club Series

A club’s most important goals are member service and personal satisfaction. In order to keep members active and recruit new members, clubs must provide courteous, attentive and capable service to every member and guest.

When anyone comes in contact with any aspect of Toastmasters, the person forms an impression based on his or her experience at that particular time. Clubs must remain cognizant of these crucial, decisive times and ensure that every experience with Toastmasters is a positive one.

Moments of TruthSuccessful Club Series

There are six critical moments of truth in which clubs have an opportunity to create positive impressions.

1. First impressions

2. Membership orientation

3. Fellowship, variety, and communication

4. Program planning and meeting organization

5. Membership strength

6. Achievement recognition

Go to: Toastmasters International \login \ Shop \ digital content \ 290DCD

Club Officers – Your Opportunity for Leadership

Leadership can be defined as the ability to inspire and motivate others to accomplish a targeted goal.

You are a club leader!

Club Officer Positions President

Vice President Education

Vice President Membership

Vice President Public Relations

Secretary

Treasurer

Sergeant at Arms

General Officer Responsibilities

Promote Club Excellence

Attend Club Executive Committee Meetings

Attend District-sponsored Officer Training

Greet Guests

Prepare Successor For Office

President

Roles and

Responsibilities

PresidentServe as the club’s chief executive officer and is responsible

for general supervision of the club.

Lead Club Executive Committee Monitor officer’s performance Provide guidance to officers Motivate achievements by officers

Promote the DCP Implement the plan Review the progress

Conduct Club Business meetingsFacilitate communications between

Club officers Area and club members Division and club members District and club members Toastmasters International and the club

President

Attend area council meetingsVote as Club representative

Area, Division and District Council International Convention

Recognize member achievements

President

VP of Education

Roles and

Responsibilities

VP of EducationServe as the club’s second ranking officer and

is responsible for planning successful club meetings to assure members can achieve

their goals.

Promote the educational program Manual speeches only Promote the leadership track Encourage advancement (e.g. complete

CC and/or CL) Monitor individual members’ progress Submit awards

VP of EducationPlan effective and fun meetings

Publish monthly assignment schedule

Help orient new members Assign a mentor Get and keep them involved

• Table topics participant (1st meeting)• Meeting role (3rd meeting)• Ice Breaker (4th meeting or sooner)

VP of Education

Monitor mentors’ performancePromote effective evaluation skills

Using Successful Club Series• Evaluate to Motivate• Moments of Truth• Mentoring• Finding New Members for Your Club

VP of Education

Promote involvement beyond the clubVote as Club representative

Area, Division and District Council International Convention

Preside in the President’s absence

VP of Education

Facilitate communications between Club officers Area and club members Division and club members District and club members Toastmasters International and the club

VP of Membership

Roles and

Responsibilities

VP of Membership

Serve as the club’s third ranking officer and is responsible for promoting membership

Make a plan for club membership One new member each month 20 members by year end

• Anticipate loss• Work on retention

Conduct two membership drives each year

VP of Membership

Guest orientation Give out a guest packet Know how to fill out a membership application Explain the program Explain how to join Invite them to join Fill out application with them Send a thank you and invite them back

VP of Membership

Have the club vote in a new memberWhen a guest joins:

Present them with a new member packet Explain how they will get their education materials Explain how they get on the assignment schedule Introduce them to the Treasurer Introduce them to the VP Education

Welcome them to the club

VP of Public Relations

Roles and Responsibilities

VP of Public Relations

Serve as the club’s fourth-ranking officer and is responsible for promoting the club

Plan a public relations campaign Media

• Local newspaper – press release

• Consider TV stations

• Flyers – place around town• D6 website at www.d6tm.org

• Maintain a club website

VP of Public Relations

Plan a public relations campaign Produce and distribute a monthly newsletter

• Highlight members and achievements • New members joining• Special club events• Educational articles• Add color and photos• Use your imagination!

Secretary

Roles and Responsibilities

SecretaryServe as the club’s fifth-ranking officer and is

responsible for maintaining documentation

Maintain and distribute membership roster Record meeting minutes and distribute as

needed Report any officer changes to:

Area governor Division governor Toastmasters International at

– www.toastmasters.org

Secretary

Handle general club correspondenceMaintain club archives and history

Charter Constitution and Bylaws Minutes

Arrange for a replacement if unable to attend a meeting

Treasurer

Roles and Responsibilities

Treasurer

Serve as the club’s sixth-ranking officer and is responsible for maintaining club finances

Prepare a budget Obtain a debit card Prepare and send dues statements Review applications for accuracy Submit new member applications to World

Headquarters within 48 hours

Treasurer

Pay bills Keep records of all financial transactions Present quarterly reports Present club record to club audit committee Collect and send dues to World

Headquarters by October 1 and April 1

Sergeant At Arms

Roles and Responsibilities

Sergeant At Arms

Serve as the club’s seventh-ranking officer and is responsible for maintaining supplies

and equipment

Secure a meeting location Assure the location is set up as desired Post directions as needed Set out materials for guests Distribute voting ballots/evaluation materials

Sergeant At Arms

Call meeting to orderConduct the Pledge of AllegianceCollect materials and equipment and

return to storageClean up and arrange meeting room

appropriately

Resources

• Club Leader Handbook• Area Governor• Division Governor• Members - Leadership track• Toastmaster Leadership Institute (TLI)• Area officer meetings• District 6 website

• www.d6tm.org– www.d6tm.org/clubresources

• Toastmasters International• www.toastmasters.org

DIVISION

DISTRICT6

DIVISION GOVERNOR

AREA

AREA GOVERNOR

OTHER CLUB

OTHER CLUB

OTHER CLUB

CLUB

Club “Elders”OTHER CLUB

Immediate Past President

President

OFFICERS

THE District Trio Dru Jorgensen, District Governor Sharon Rollefson, Lt Gov Ed & Training Clinton Hunt, Lt Gov Marketing

http://reports.toastmasters.org/reports_new/reports.cfm?d=6 Phone: 949-858-8255

www.d6tm.org

LEADERSHIP

What are your goals?

What is something you can do in your officer role to improve your club?

“Coming together is a beginning.

Keeping together is progress.

Working together is success.”

-Henry Ford

Club Officers – Your Opportunity for Leadership

Upcoming Events – You Are Invited

Toastmasters Leadership Institute, TLI Date: Saturday, July 21, 8 am- 2:pm Location: Ramada Mall of America

District 6 Fall Conference Date: October 19-20, 2012 Location: Cragun’s, Brainerd, MN

Closing QuestionsFirst Impressions: Were you encouraged to participate in the meeting and to comment on your

experience? Were you greeted at the door?

Fellowship, Variety, and Communication Did you feel welcomed? Were you encouraged to participate in area, division, district and international events?

Program Planning and Meeting Organization Where or how did you learn about this training event? Were the presenters positive?

Membership Strength Does your club participate in membership building programs?

Achievement Recognition Does and will your club use the DCP for planning and recognition?